Privacy Policy
Information Commissioners Office (ICO) registered
This policy is written with the intention of providing transparent information regarding how Susan Gray Counselling controls and processes personal data. We are committed to protecting your privacy and the confidentiality of your personal information
To find out more about General Data Protection Regulations (GDPR) and your rights, please go to https://ico.org.uk/for-the-public/
Data controller and processor: Susan Gray
Data subjects: Clients
Data collection points:
Enquiries to Susan Gray Counselling are received either in person, or by email. Initial enquiries usually contain some personal information such as names, emails and telephone numbers.
Emails are received via: The Counselling Directory/BACP Directory websites, by clicking a link on Susan Gray Counselling’s website.
Other data is collected at initial meetings and following each counselling session.
Financial data is limited to that required for receipt of a BACS transfer payment
Data collection & processing:
Any client data collected and/or retained by Susan Gray Counselling (including personal information) is solely processed in order to make relevant contact with and provide counselling services to clients.
Personal information collected/processed:
Full name
Date of birth
Home address
Telephone number
GP’s name and address
Email address
BACS transfer information resulting from incoming payment
Other information collected/processed regarding clients:
Brief session notes made in anonymised form, identifiable only by unique client codes;
Emails;
Counselling agreements: document of contract between client and therapist.
Third party data collection & processing
The counselling directory and the BACP ‘Find a therapist’ provide robust information regarding their privacy policies and any processing of personal data to all users which can be found at https://www.counselling-directory.org.uk/privacy.html or at https://www.bacp.co.uk/privacy-notice/
Susan Gray’s website is hosted by Squarespace. Their privacy statement can be found here: www.squarespace.com/privacy
Data storage, retention & disposal:
Susan Gray Counselling stores any paper records, including personal information in a locked filing cabinet;
electronic information in password or thumbprint protected form.
Session/counselling notes are held separately from personal and identifying information in anonymised format. Data is held for a maximum of 5 years after client’s last contact with Susan Gray Counselling in line with insurance requirements and GDPR. After this time, data is then disposed of securely and confidentially.
Data sharing:
As a BACP registered counsellor, anonymised client information is shared with registered, professional supervisors (a requirement of registration) in order to maximise service provision to clients.
Personal information will not be shared with any other party without prior client consent, with the exception of where Susan Gray Counselling believes that not sharing the information would result in the risk of harm to clients or any other person, or where there is a legal requirement to do so.
In the event that Susan Gray is in some way incapacitated, all records will be destroyed confidentially by a nominated professional also bound by BACP confidentiality ethical code. Every effort will be made to ensure current clients are informed of this action.
Data Access:
If you as a client wish to access your personal data no charges will be made and personal information will be provided at the earliest possible time.
This policy is written with the intention of providing transparent information regarding how Susan Gray Counselling, controls and processes personal data.
Updated January 2021